Executive Assistant to President

Executive Assistant to the President

STATUS: Full Time, Exempt

DEPARTMENT: Executive Offices

LOCATION: Grand Rapids, W.A. Lettinga Campus

REPORT TO: President

PAY: $62,000 Per Year + an additional bonus up to $3,000 annually

This position is responsible for providing comprehensive support to the President, serving as a liaison to the Board of Trustees, and managing the President’s activities, projects, and calendar. These responsibilities are performed in an ethical manner consistent with the University’s mission, vision, and values which include diversity, equity, and inclusion.

• Maintains responsibility for specific projects/programs which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations, and other duties associated with the successful completion of a project/program.
• Performs administrative work of a confidential nature.
• Edits correspondence, reports, and materials for publication.
• Act as a point of contact, ensuring clear, timely, and confidential communication between the Board Chair, individual Trustees, and the President.
• Arrange and handle all logistics for Board meetings and events, including scheduling meetings, coordinating travel arrangements and accommodations for Trustees, and managing special functions (virtual and in-person).
• Perform administrative work of a highly confidential nature, exercising superior discretion and judgment, particularly concerning sensitive governance and executive matters.
• Draft agendas; develop, compile, and distribute comprehensive presentation materials; and accurately record and maintain official meeting minutes for the Board and related committees.
• Assists in carrying out the office operation responsibilities:
  • Schedules and coordinates appointments and maintains the President’s calendar.
  • Answer the President’s phone as needed.
  • Open and organize the President’s mail.
• Maintains, processes, and manipulates data on a personal computer using word processing, database, presentation, and spreadsheet software.
• Coordinates various events, including special events and functions (virtual and in-person).
• Attend events outside of a normal schedule, which may include nights and weekends.
• Coordinates travel arrangements and accommodations for the President and Board of Trustees.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal/external communications.
• Maintain and analyze budgetary records by performing bookkeeping-related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, and making recommendations as to projected budgets.
• Acts with a high degree of independence as liaison with inside and outside contacts (IE the Board of Trustees, leaders in the community, and related Committees) and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to the work area.
• Represent the University and the Office of the President in a positive light through great follow-through skills and sound judgment. Welcome all guests by professionally greeting them, in person or on the phone; answering or directing inquiries.
• Assists faculty and staff with administrative problems or concerns.
• May coordinate employment search processes.
• Compile data and materials for presentations and proposals.
• May supervise employee(s).
• Understand and abide by all external and internal regulations and policies. This includes NCAA, GLIAC, and national affiliations associated with athletics or other role‑specific regulations.
• Provides GREAT customer service, anticipating and exceeding the needs of our customers.
• Demonstrate and promote the University's Cultural Values.
• Perform other duties as assigned.

• Associate’s Degree required. Bachelor’s Degree preferred and/or equivalent working knowledge and experience relating to the position.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience in successfully performing clerical/secretarial…